It's a good idea to start planning for staff moves at least a month before their start date. If you plan to order a new PC or laptop for them then allow an extra month for lead time.
A valid University Card with correct affiliations is essential for accessing most IT facilities. The line manager in the department that the employee is moving to should contact the University Card Office to update the department affiliation and expiry date.
User registration / desktop login
The line manager in the department that the employee is moving to should send us details of their new member of staff using the Managed Desktop Service New User Account form. We will update the account ready for them to move.
You can also use the web form to tell us if an existing PC is being handed on, and what network file access is needed.
If your new member of staff is bringing a laptop from their previous role then please use the Additional Information area of the web form to tell us about this, including the asset number of the laptop. We will register the laptop on the new office network.
Staff movers will automatically lose access to their old department drives and other resources. If the new role is a joint appointment, or access to the old department drives needs to continue then please send full details to the service desk instead of completing the new user account form.
New desktop / laptop
If you need a new PC (desktop or laptop) then you can review the current models in our Managed staff desktop hardware catalogue and submit a Supported IT equipment purchasing form with details of what you want. If you are ordering with less than one month's notice then please check with us on supplier lead times.
Bespoke and licensed software can be requested using the Managed Desktop Service Application Installation form. Please ensure that you can provide details of any software licenses and that these have not been allocated to any other user.
Remote desktop service
Staff who haven't used the remote desktop service previously can register using our remote desktop service request form at any point after their user account has been created.
Where remote desktop service access needs to be transferred to a new department, either the old or new line manager should complete a remote desktop service request form, supplying the cost centre and line manager of the new department.
For staff who will no longer require access to the remote desktop service, the old line manager should complete a remote desktop service request form to request removal of access.
Business systems access
Do remember to contact other service units to set up, update or remove access to key business systems including Oracle Financials, PeopleXD, Student Systems and DARS.
A departmental email address will automatically be assigned once the University Card form has been processed by the University Card Office.
Calendar, Teams, OneDrive, SharePoint and other Office365 apps
You can include your new member of staff in meeting invitations, add them in Teams and share resources with them in OneDrive and SharePoint as soon as they are listed in the Outlook address book. They do not need their new department email address at this stage.
Once your new member of staff is listed in the Outlook address book with their department email address you can subscribe them to departmental maillists using the maillist web interface.
If your member of staff is coming from another department it might be worth asking them to review their maillist subscriptions (see maillist subscriptions) and unsubscribe or request removal from any that no longer apply.